Tenant Services Coordinator

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance.

Transwestern Services turns strategy into reality with consistency and accountability, collaborating to provide dynamic, tailored solutions. Whether representing a tenant, advising an investor or repositioning an asset, we operate with tenacity and own the outcome every time. Our 2,200-strong team works across service lines, ready to activate our full platform to deliver a customized, cohesive experience for clients.

POSITION SUMMARY:

The Tenant Services Coordinator serves as the primary point of contact for tenants, employees, guests, vendors, and visitors, delivering exception customer service while supporting day-to-day building operations. This role is responsible for coordinating workplace services, tenant engagement activities, administrative support, vendor management, special events, and supporting tenant needs.

It is the responsibility of the Tenant Services Coordinator not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but to focus on productivity and results.

ESSENTIAL JOB FUNCTIONS:

• Provide full administrative support for the property management office including phone support, typing, reports, filing and distribution of correspondence and related administrative functions.

• Draft and distribute tenant communications, notices, and correspondence.

• Schedule and coordinate meetings/special events as requested, including catering arrangements.

• Maintain accurate records and documentation related to tenants, vendors, and other operational items.

• Administer vendor and utility supplier account setup and ongoing maintenance.

• Assist with vendor and contractor onboarding, setup, and compliance requirements.

• Support vendor performance and service delivery activities as directed.

• Maintain and order office supply inventory.

• Maintain and coordinate snack/beverage amenity for tenant.

• Calendar management.

• Inspect tenant suites and document/cure any deficiencies.

• Oversee building mailroom including sorting, distributing, and preparing incoming and outgoing mail/parcels.

• Promote and foster positive relationships with tenants, ownership, and vendors.

• Provide white-glove service for executive and corporate-level tenants.

• Support and/or plan tenant experience initiatives and workplace engagement programs, including appreciation events, social functions, special projects, etc.

• Interface with tenants and vendors in daily operations of the building.

• Assist tenants with amenities and office procedures.

• Initiate and execute day-to-day operational procedures including interacting with engineers, security, janitors and other building staff.

• Maintain current certificates of insurance for all vendors and tenants; ensure coverage complies with requirements.

• Respond positively and promptly to standard building requests.

• Support building fire and life safety programs, including coordinating and assisting with fire drills, fire warden compliance, etc.

• Provide accounts payable support which includes coding invoices, composing expense reports, posting AP reports, vendor on-boarding, etc.

• Review other A/P and A/R applications as required by Property Manager.

• Additional duties or projects as assigned by the Property Manager and/or Assistant Property Manager.

POSITION REQUIREMENTS:

• Highschool diploma or equivalent required.

• Associate's or Bachelor's degree in business administration, hospitality, facilities management, property management, or related field preferred.

• A minimum of one (1) year in facilities management, property management, hospitality, office administration, customer service, or a related field.

• Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.

• Strong organizational and time management skills, and ability to juggle multiple priorities.

• Ability to work evenings and weekends, as needed.

• Ability to keep information strictly confidential.

• Strong desire to succeed in an entrepreneurial environment.

• Must be able to handle multiple projects, changing priorities and a continually heavy workload.

• Exceptional oral and written communication skills.

• Strong customer service orientation.

• Strong attention to detail.

• Exceptional problem-solving skills.

• Ability to work independently and collaboratively within a team environment.

• Professional demeanor with a hospitality-focused mindset.

WORK SHIFT:

LOCATION:

This is a dynamic, on-site role that places you at the heart of the action. As a result, an essential function of this position is working on-site. Remote or hybrid options are not available. Being on property allows you to build strong relationships with clients and tenants, respond in real time, and make a visible impact every day.

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more at transwestern.com. 

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.